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Returning goods to a vendor

Create a Return of goods to vendor from the original vendor invoice to retain its purchase details. Enter the quantity actually returned, then complete the separate warehouse issue if the warehouse requires it.

Have the original invoice, vendor agreement, returned quantity and batch ready. Check the return amount against the agreed terms.

Create the return​

  1. Open Purchasing > Purchase documents (all) and find the original Vendor invoice by number, date and vendor.
  2. Click the Create based on green-arrow document button and select Return of goods to vendor. The invoice's separate text button Generate opens a different list; use Create based on for this return.
  3. Check Return by purchase document, the source purchase, vendor, counterparty, purchase terms and warehouse.
  4. In Goods, reduce the inherited quantity to the actual return. For example, if the invoice contains 10 PCE and 1 PCE is being returned, enter 1 PCE. Verify the item, package/unit and batch.
  5. Review the price, tax settings and total for that quantity. Use the company's confirmed tax treatment.
  6. In Compensation, select Refund with credit for this workflow. Refund immediately is a separate option requiring its own payment process.
  7. Choose Post and close. Find the return in the purchase documents or warehouse waiting list and check its reference and quantity.

Selecting Refund with credit does not confirm a cash or bank refund, an offset or later use of the credit. Reconcile those through their own settlement documents.

Complete the warehouse issue​

For a warehouse using separate goods issues:

  1. Open Warehouse and delivery > Goods issue from warehouse and select the source warehouse.
  2. Find the intended Return of goods to vendor. Check its number, date and vendor, then select only that reference.
  3. Click Create goods issues. In the settings, choose by selected references and click OK. Review this scope before confirming so other waiting documents are not included.
  4. Open the new Goods issue, initially Prepared. In Shipped goods, check the returned quantity and batch. The warehouse issue must contain the partial return quantity, not the invoice's original quantity.
  5. After confirming the physical return, set Status > Completed and choose Post and close.
  6. Check the completed issue and confirm that the fully processed return no longer remains in the waiting list.

See Shipping goods and Warehouse management scheme for separate warehouse execution. If the return was already issued, do not create another issue for it.

Check stock separately​

Open Warehouse and delivery > Warehouse reports > Warehouse stock. Select a period including the return, set the required warehouse filters, click Generate and wait for the report table. Compare the same item, batch and unit.

For example, returning 1 PCE from a source warehouse with 8 PCE leaves 7 PCE there. If another warehouse holds 1 PCE, its quantity remains unchanged and the combined total changes from 9 to 8 PCE.

This check confirms quantities. Supplier settlement, fiscal corrections and cost valuation require separate checks.